Lock out tag out: Best practice with safety software

5 minutes13/05/2026

The idea behind lock out tag out (LOTO) is simple: ensure those performing maintenance or service tasks are not harmed by the equipment or machinery on which they are working. As the industrial environment becomes busier, however, the safety of workers becomes harder to guarantee.

Technology makes things easier by enhancing both compliance and accountability, helping to manage lock out tag out processes, plant-wide. As such, safety software now forms a key part of LOTO best practice.

The purpose of lock out tag out

Lock out tag out procedures are used in various industries to ensure the safety of workers during maintenance or repair activities. In essence, the process involves locking equipment to prevent accidental startup and tagging it to inform others about the shutdown. This helps to protect against potential injuries or fatalities caused by unexpected re-energization or the release of stored energy.

LOTO procedures are vital when working on equipment that features some form of hazardous energy. This could include electrical, hydraulic, mechanical, pneumatic, chemical, or thermal energy, all of which can cause fatalities and injuries such as electric shocks, amputations, and burns.

Why lock out tag out best practice is essential

According to the Occupational Safety and Health Administration, compliance with lock out tag out OSHA standard 1910.147  prevents an estimated 120 fatalities and 50,000 injuries each year in the US. Despite the importance of lock out tag out, however, there are still instances where proper procedure is not adequately followed and it remains one of the administration’s top violation.

By contrast, the EU does not issue regular reports on violations of its LOTO standards (89/655 and EN 1037) but the most recent accident at work statistics for 2023 state that there were a total of 3,298 fatal accidents and 2.82 million non-fatal accidents that resulted in at least 4 calendar days of absence from work.

In order to avoid the kind of exposure to hazardous energy that can result in a serious incident, it is vital to ensure that all workers understand, and follow, lock out tag out best practice.

Unfortunately, there are some common challenges that can impact success. When procedures are inconsistent across multiple sites, and information is fragmented, mixing recent with outdated instructions, employees are more likely to make mistakes or miss critical steps.

To this end, employers are responsible for planning and implementing effective LOTO procedures, including rolling out a comprehensive training program designed to eliminate human errors and potential complacency.

To ensure consistent application on every job, it’s vital to:

• ensure proper documentation
• monitor compliance
• conduct regular training
• carry out inspections and audits

How safety software enhances LOTO best practice

Safety software can help to cement and enhance LOTO best practice in several ways. It has various advantages over manual systems, not least the ability to simplify how safety procedures are managed and monitored.

By digitizing LOTO processes, EHS software makes it easier to standardize lock out tag out procedures and track compliance. This helps every member of staff comply with regulatory standards and reduce the risk of mistakes.

Below are some of the ways in which organizations can employ safety software to support lock out tag out best practice:

Digitize procedures

Creating uniform, site-wide procedures ensures consistency across all equipment and locations. Replacing physical manuals and time-consuming forms with digital procedures and a centralized control of work management ensures employees always access the most up to date information and permits to work. With a cloud-based LOTO library, you can ensure version control and simultaneously issue real-time updates across multiple sites. 

Provide mobile support

Mobile apps provide instant access to guided workflows when on-site. Technicians can scan a QR code to see lock out tag out procedure, access information about the shutdown, or even upload photos of locked-out equipment. This improves accountability for workers and also supports remote verification by safety supervisors where relevant. 

Track compliance

Using software to track which employee applied or removed a lock reduces the risk of unauthorized access. Digital sign-offs and time stamps also provide tamper-proof records to satisfy compliance with regulatory requirements. Some digital tools even allow users to check and document that the system has been completely de-energized, confirming that energy sources are properly isolated. 

Automate notifications

Audit scheduling is simplified with automated reminders and alerts for review dates. Organizations can plan regular lock out tag out training or even use software to deliver interactive, simulation-based instruction, so workers can practice de-energizing equipment without encountering real-world risks.

Manage contractors

When contractors are required to operate on-site, using a digital system can simplify unfamiliar lock out tag out processes. It can be used to control access and ensure that in-house safety measures are followed accurately. Workers can also undertake training and verify completion or submit relevant permits to work quickly and easily.

For more advice on how to choose the right EHS software for your organization, download our whitepaper here. It can help you determine your needs and selection criteria when deciding to go digital. 

The six-step lock out tag out process

All lock out tag out procedures should include the following logical steps to ensure the safe isolation of hazardous energy:

• Step 1: Research – The first step is to determine the correct shutdown procedure for the equipment at hand. Employees should be able to access documentation for the machine detailing energy sources, control devices, and information on how to isolate the equipment. Digital documentation is easy to update and simple to access, providing clear, step-by-step instructions. 
• Step 2: Preparation – Before work gets under way, review all procedures, secure required approvals, and inform relevant personnel about the shutdown. This includes employees who usually work on the machine, but also contractors or cleaning staff that work nearby. Conduct any training required for participating employees. Safety software can help schedule LOTO timeframes, issue automated alerts to inform affected employees about the shutdown, or coordinate training.
• Step 3: Isolation – The next step is to isolate the equipment from any source of energy. This means pressing the stop button, but it could also involve turning off the power at a breaker or shutting a valve to ensure the equipment is fully isolated. Access machine-specific instructions via a mobile or tablet using digitally-linked documentation. 
• Step 4: Lock out tag out – Once the machine is isolated the authorized employee uses a physical padlock to ensure the device stays in a safe position. Next they apply a tag stating who performed the lock out and any additional information. They retain the key for the duration of the work so that the equipment cannot be activated. Documenting LOTO using photos, geolocation data, and digital time stamps provides a clear audit trail. 
• Step 5: Energy check – During this step, workers must check equipment for any stored or residual energy that could remain in the form of compressed air, hydraulic pressure, steam, or elevated machinery that could be released. Do not assume all hazards are eliminated when the main energy source is disconnected. Safety software helps to streamline this workflow and ensures procedures are well-documented.  
• Step 6: Verify – Once work is complete, equipment must be verified for normal service by a safety supervisor or manager. Lock out devices and tags should be removed by the same person who fitted them and operation can resume. Inform all affected employees that the equipment is now ready for use. Real-time updates and notifications reduce maintenance time, increasing efficiency, and productivity. 

Best practice: Integrating LOTO with other safety systems

Linking lock out tag out software with broader EHS systems further supports best practice by enhancing the efficacy of workplace safety systems.

Integrating LOTO with your asset management database, for example, helps to coordinate maintenance activities and ensure that machine-specific instructions are current.

Combine with risk assessment processes to ensure hazardous energy controls are tied to identified risks. This ensures that lock out tag out procedures are effective, even as equipment and processes change.

It’s also sensible to connect LOTO functionality to your permit-to-work system. This reinforces safety oversight, reducing the chance of unauthorized startup.

And finally, linking LOTO with incident management software helps ensure that every lock out-related event is automatically logged and investigated, helping to prevent repeat failures across the plant.

Not only does this kind of integration ensure that safety protocols are documented and enforced, but it also supports greater visibility across your enterprise. This allows leadership and safety teams to monitor LOTO status and high-risk activities in real-time, as well as assessing compliance trends over time so that LOTO becomes part of a connected safety ecosystem.

Measuring success: Key LOTO KPIs

One of the key benefits of using safety software and integrating LOTO with wider EHS systems is the ability to track trends and dig into safety data. Unlike spreadsheets and manual reports, modern analytic tools make it easy to assess the efficacy of LOTO procedures.

For instance, if software analysis highlights that a specific type of equipment is frequently involved in lock out tag out violations, or a particular step is often missed, organizations can review and adjust equipment protocols or rollout new training. These targeted improvements not only protect employees, but also provide opportunities to improve operational efficiency.

Some of the key performance indicators (KPIs) you could track include:

• Reduction in LOTO-related incidents
• Audit findings closure rate
• Procedure update cycle time
• Training compliance rate
• Contractor compliance percentage
• Time saved per lockout event

For an overview of how KPIs can be used to foster safety behavior, you can read this article.

Beyond best practice: Creating a safety culture

The starting point for any lock out tag out policy is compliance with regulatory requirements. By integrating LOTO with safety software, however, organizations can go beyond this baseline approach.

Software-based LOTO best practice helps to streamline processes and ensure consistency; it facilitates regular refresher training and helps you track compliance; and it informs change so you can avoid future incidents. Together, these features help build a safety culture that shifts away from reactive compliance to embrace proactive control, ensuring you can protect lives and provide your team with the tools to drive safety excellence.

Want to learn more?

Quentic solutions promote safe behavior, manage incidents, identify legal duties, enhance compliance, and assess your company’s performance in real time. Find out how Quentic can turn your data into actionable safety insights for a more effective lock out tag out process.

Schedule a consultation with one of our EHS experts today.